Enhanced Security and User Experience: Updates to Docly's Invitation System
We've implemented significant improvements to how invitations work across the Docly platform. These changes enhance security, improve user experience, and strengthen our GDPR compliance while making the invitation process more intuitive for everyone involved.
What's Changed
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New Invitation Process
When you invite someone to collaborate on your workspace, folder, document, or website, the process now works differently:
For new users: Recipients must actively accept the invitation and agree to create a Docly account according to our terms and conditions. This replaces the previous system where accounts were automatically created.
Clear decision required: Every invited user now makes an explicit choice to accept or decline the invitation, giving them full control over account creation.
Automatic cleanup: Unanswered invitations are automatically deleted after 30 days to maintain GDPR compliance and keep your invitation list clean.
Sender notifications: You'll receive email notifications when someone accepts or declines your invitation, so you always know the status of your collaboration requests.
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Enhanced Invitation Emails
Invitation emails now include more context and visual identity:
Application branding: When inviting users to specific applications or workspaces, the email will display relevant branding and application information, similar to how OAuth login dialogs show app details
Clearer context: Recipients get better information about what they're being invited to access and the nature of the collaboration
Consistent formatting: All invitations now use an improved, user-friendly template design
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Security Improvements
As part of our enhanced security architecture, invitation subjects are now standardized and cannot be customized. This prevents potential security issues while ensuring consistent, professional communication. The invitation content and context information provide all the necessary details for recipients to understand what they're being invited to access.
Why These Changes Matter
Enhanced Security: The new explicit acceptance process and standardized messaging improve security across all collaboration scenarios, whether you're inviting developers to configure applications, team members to input data, or external users to access your websites.
Better User Experience: Recipients now have clear control over account creation and understand exactly what they're agreeing to access. The improved email design and application context make it easier to understand invitation purposes.
GDPR Compliance: Explicit consent for account creation and automatic cleanup of unanswered invitations ensure we meet privacy regulations while respecting user preferences.
Cleaner Management: The 30-day automatic cleanup and status notifications help keep your workspace organized and ensure you know who has access to your projects.
For API Users
If you're using Docly's API to send invitations programmatically, review your message content and formatting to ensure it works well with the new standardized email template. The application context and branding will be automatically included based on your workspace settings.
Anyone using this API will be contactet by email and we will make sure everything is updated and working.
What This Means for Your Workflow
The core functionality remains the same - you can still invite users to workspaces, folders, documents, and websites with the appropriate access levels. The main difference is that new users will go through a proper acceptance process, giving both you and them better control over collaboration.
For your existing collaborators, nothing changes. These improvements only affect new invitations moving forward.
These changes are part of our ongoing commitment to providing a secure, user-friendly platform for building and collaborating on web applications. The new cell-based architecture that powers these improvements also brings enhanced performance and scalability to support your growing projects.
The Docly team 💛